What you need for a jazz concert

A jazz concert needs more than instruments and a stage. Plan the guest area, bar or refreshment service, technical setup and wayfinding together so the room works from doors open until the final encore. Use the shopping list to check glasses, serving items, cables, lighting and printed materials. Confirm the artists’ technical requirements before buying or collecting equipment, and finish the main shop at least one day before the concert.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 110
Tablesqty 12
Bar stoolsqty 6
Coat racksqty 2

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Audio cablesqty 12
Instrument cablesqty 8
Headphonesqty 2
Music standsqty 5
Piano stool
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cash box
Payment terminal
Power banksqty 3

Lighting

Stage spotlightsqty 4
Mood lightingqty 6
Light standsqty 2

Decorations

Tableclothsqty 12
Menusqty 12
Program boardsqty 4
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 4
Bottle openersqty 6
Cutting boardsqty 3
Serving tongsqty 8
Measuring cupsqty 2
Cookie tinsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Waste binsqty 6
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Olives - 4 jars
- Salted almonds - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 4 packs
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 30 pieces
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Hummus wrap filling - 2 kilos
- Smoked chicken breast - 2 kilo
- Young cheese - 2 kilos
- Veggie wraps - 60 pieces
- Cookies - 6 packs
- Brownies - 100 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 dispensers
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Ice cubes - 20 kilo

Tips

Plan seating before buying service items: for a seated audience, allow one chair per guest plus 5–10% spare chairs for last-minute changes or damaged furniture.
Count drinkware by service, not just by guest. For a 100-person concert, prepare at least 120 water glasses and enough wine glasses, coffee cups and plates for the planned refreshment service.
Keep a technical spare kit together: add several extension cords, power strips and audio cables beyond the equipment list, then test every microphone, DI box and cable before the venue opens.
Buy or print directional signs and program materials at least 2–3 days ahead. Include signs for the entrance, toilets, cloakroom and seating so volunteers are not making them during soundcheck.
Collect dietary requirements before ordering catering and label the relevant dishes clearly. Chill drinks several hours before doors open, while keeping water available for artists and guests throughout the concert.

Frequently asked questions

What equipment do I need for a jazz concert?: You typically need speakers, a mixing console, microphones, microphone stands, DI boxes, audio and instrument cables, headphones and music stands. Confirm the band’s technical rider at least 1–2 weeks before the concert, because the exact microphone and instrument setup varies.
How many chairs and glasses do I need for a jazz concert?: Start with one chair per expected seated guest and add 5–10% spare capacity. For 100 guests, plan about 120 water glasses, then add wine glasses, coffee cups and plates based on the number of services you will offer.
When should I buy supplies for a jazz concert?: Complete the main shopping trip at least one day before the event and buy printed programs, menus and signs 2–3 days ahead. Check quantities again after registrations close, especially for catering, drinks and seating.
What should I prepare before the jazz concert starts?: Set up furniture, coat racks, tablecloths, signage and lighting before the soundcheck, then test the full audio chain. Keep at least 60–90 minutes between technical setup and doors opening for troubleshooting and final room checks.

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